Admissions Evaluator II

Posted: 05/17/2023

Admissions Evaluator II

Position Details

Position Information

NBAPOSN Title Admissions Evaluator II

Working Title Admissions Evaluator II

Brief Position Overview The Office of Admissions assists students from the time they show initial interest until their first day of classes through the following functions: recruitment, admissions, registration, and records. This office is responsible for maintaining current and accurate information on every student on every applicant. In turn, this office provides services, information, and statistics to the faculty, administration, state, and community as requested.

Position Number 6N8234

Department Admissions & Records


Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation

FTE 1.0

Benefits Eligible Yes

Compensation Hourly

Salary Salary range of $14.50 to $16.00 hourly, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

Montana State University Billings is a preferred employer in the region-WE WANT YOU!

The following are reasons why you should join our team:

  • Work-life balance
  • Holidays-10 paid holidays per year and General Election Day
  • Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
  • Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.
  • Employee and Dependent Tuition Waiver
  • Opportunities to engage in professional development opportunities
  • Committed to employee wellness and access to a robust Employee Assistance Program
  • Medical Benefits that are robust and affordable

Visit MUS Benefits to learn more about our benefit package including Medical, Vision, and Dental

  • Life Insurance and Long Term Disability are incorporated into our benefits.
  • Learn more about our retirement benefits at MUS Retirement.
  • Opportunities for career growth and a variety of career paths
  • Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
  • Beautiful campus environment that features our MSUB Mile walking path

Duties and Responsibilities

The Admissions Evaluator will be responsible for:


  • Review, enter and update undergraduate admissions applications
  • Make admissions decisions for acceptance, following MSU Billings and state guidelines; consult with Lead Evaluator as needed
  • Generate admissions correspondence to applicants regarding receipt of application materials with 48 hours of receipt of documents
  • Send follow-up letters as needed to inform students of information or other documentation required which may include the following: immunization records, ACT or SAT scores, high school transcripts or high school equivalency records, transfer transcripts, residency information, and security questionnaire
  • Generate admissions correspondence regarding official acceptance to MSU Billings
  • Assess initial residency status for applicants
  • Evaluate high school transcripts for admission requirements, early high school credits, etc
  • Maintain accurate, updated student admission files
  • Process requests for re-admission
  • Interact with prospective students and families to provide excellent customer service via e-mail, phone, and in-person
  • Enter ACT and SAT scores that are received.
  • Utilize document imaging for transcripts.
  • Coordinate with the Lead Evaluator on the application processing and initial communication with students with security questionnaires
  • Help maintain and manage admission files and documents for applicants who matriculated and those who did not
  • Responsible for daily import of all undergraduate application data into Banner utilizing Axiom software
  • Coordinate with City College on “Special Admits”

CRM (Radius), Axiom, and Banner Management:

  • Review Admission files in Axiom daily; check to ensure all data imported correctly
  • After review, follow process to import all data to Banner
  • Review application data once imported to Banner to ensure accuracy
  • Adjust data fields if needed; work with CRM Database Manager to troubleshoot if necessary
  • Assist with testing in the three systems to identify issues or when upgrades are needed


  • Finalize admissions application completion
  • Maintain accurate/up to date tracking records in Banner for all application materials
  • Maintain organized paper filing system for all admission applications
  • Purge documents as appropriate for applicants that did not matriculate
  • Help manage files for applicants who matriculated in adherence document management guidelines
  • Collect student health records – as required by the State of Montana
  • Disseminate the proof of immunization requirements to all prospective students


  • Provide materials and direction to prospective students by distributing information, answering basic questions about applying for attendance, and directing individuals to appropriate Advising & Career Services personnel
  • Assist with case management of applicants and explain steps needed to complete outstanding requirements
  • Refer to other offices as needed such as New Student Services, Financial Aid and Scholarships, Business Services, Housing and Residential Life
  • Follow-up with students who send transcripts without an admissions application to increase conversion of applicants.

Student Service:

  • Assist in covering the front desk
  • Answer basic questions covering the various services at MSUB and determine when a student needs to be referred to a specialist in New Student Services, Financial Aid and Scholarships, or Advising and Career Services

Required Qualifications – Experience, Education, Knowledge & Skills

Education Required:

  • Associate Degree

Experience Required:

  • Two years clerical or administrative support experience
  • Knowledge of office management, organizational structure, supervisory methods and techniques, and a working knowledge of record keeping practices required
  • Proven ability to establish effective working relationships with employees, other agencies, and the general public
  • Good public relations skills to include the ability to communicate well, verbally and written, with office staff, campus, and public required
  • Experience in providing appropriate responses to questions or inquiries by telephone and in person
  • Experience in organizing and prioritizing workload in order to meet deadlines with many interruptions
  • Working knowledge of Microsoft office suite
  • Attention to detail
  • Proven experience working with confidential information
  • Proven conflict resolution skills
  • High level of professionalism
  • Experience working with a Client Relationship Management System or other computer database such as Access

Preferred Qualifications – Experience, Education, Knowledge & Skills

Experience Preferred:

  • Experience in higher education
  • Knowledge of University programs, policies/procedures, rules, and regulations including academic policies preferred
  • Knowledge of Banner software

Education Preferred:

  • Bachelor’s degree

The Successful Candidate Will

Special Requirements

Physical Demands N/A

This position has supervisory No

Posting Detail Information

Announcement Number S00782P

Number of Vacancies 1.0

Desired Start Date

Position End Date (if temporary)

Open Date

Close Date 07/01//2023

Open until filled Yes

Special Instructions Summary

Quick Link for Internal Postings

Diversity Statement Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana
Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office,
Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406- 657-2278

MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website:

Applicant Documents

Required Documents

1. Resume (or CV)

2. Cover Letter

Optional Documents


Posting Specific Questions

Required fields are indicated with an asterisk (*).

Job Type: Full-time

Salary: $14.50 - $16.00 per hour



  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance




  • Monday to Friday